PBS Version New Enhancements. Passport Software, Inc. 181 Waukegan Road Suite 200 Northfield, IL

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1 PBS Version New Enhancements Passport Software, Inc. 181 Waukegan Road Suite 200 Northfield, IL

2 Welcome to PBS v12.06 PBS v is the second installment of enhancements that include expansion of data fields. Version will be the final installment and will complete our expansion of the data base fields in Inventory Control. Specifically, in version we have expanded customer and ship-to name and address fields to accommodate longer entries, improved formatting and addressed an increasing need for international addresses. We have also added longer addresses, website link fields and improved overall contact data management. This release addresses Accounts Receivable, Order Entry, Point of Sale, and PBS Manufacturing Customer Orders areas. In our next major release, PBS v 12.07, we will expand Inventory fields. We ve also incorporated many enhancements to make it easier for you to accommodate current and future business management tasks. Watch for upcoming webinars where we will present these changes in v As usual, the webinars will also be recorded for you to view at your convenience. As in 12.05, some documents such as the Sales Order, Invoice, etc. were also changed to accommodate the increased field sizes. We hope that these meet your needs. If you do not need to expand the size of name and address fields for your customers, then the system prints these documents at the current ten characters per inch. If you do utilize the increased size of name or address fields, we compress the data to fit into the current form. If you have designed custom forms, you will want to adjust the sizes you set up for the larger name and address fields. Because so many changes to the data files have been made, the conversion requires a new PBS system installation to convert into, even for the SQL version. Below you will find more details about all the enhancements in PBS v Please continue to give us your feedback as we work to adapt PBS to meet your needs. You are the driving force we listen to when we enhance PBS. Allow me to thank you for all your feedback and for continuing to use PBS. You are the reason we are here. Sincerely, John Miller President Page 2

3 New Developments in PBS v12.06 Passport Business Solutions is a critical part of your successful business operation. For that reason we continue to improve and enhance the PBS software to increase your productivity. This document explains by module the many benefits and features of the new PBS v12.06 enhancements. Page 3

4 Accounts Payable New SQL Reports now available Many new SQL reports have been improved and added to v See the section called SQL Reports for Accounts Payable and Sales Analysis. SQL Reports require PBS SQL. Check Printing There is a cblconfi configuration setting that allows you to not compress the name and address data when printing checks using a user defined check. Set this to Y and the data on your checks will not print compressed, no matter how long the address is. BYPASS_AP_CHECK_NAME_ADDRESS_COMPRESSION Y The non-compression will occur when printing both batch checks and immediate checks. This setting does not apply to check format 1, format 2, format 2 with reference or format 1 on blank stub. Accounts Receivable Expanded Customer and Ship-to Fields Customer Screen For v12.06 the customer name, address 1, address 2, city, state, and zip fields were all expanded. Address field 3, address field 4, and County were added. The customer contact fields were removed in customers and put in a separate contacts file. A contacts tab was added. This is the updated customer general tab and new contacts tab: Page 4

5 Character Mode Customer Screens To allow room for the longer fields, the character mode screens were also changed. Fields 8 through 18 on screen one were moved to a new second screen. The first screen displays contact 1 and contact 2 information. The Contact, Phone, Fax and fields are now view-only fields on screen one. In order to edit these fields, you must select <F7> to access customer contacts and edit Contact 1 or Contact 2. Here are the first two character screens: Page 5

6 Name and Address Field Notes The name and address fields are longer in compared to and earlier. Only certain functions take advantage of this increased length as explained here: Screens For Customers, the name and address field entry has been expanded for both graphical and character screens. For displaying the customer name on screens most graphical screens take advantage of the increased customer name and address lengths. Most character screens do not. Reports and Posting Journals No reports or posting journals use the longer length customer name and address fields. However, where the print program provides the customer name as an entry field, the name field has been expanded. Customer Field Comparison to Previous Versions The table below shows a comparison of the customer fields between previous PBS versions and the current v12.06 version of PBS. When using the longer fields to develop your forms, the printing may be affected. Field New, changed or removed Previous maximum length New maximum length Customer name Changed Address 1 Changed Address 2 Changed Address 3 New Not available 60 Address 4 New Not available 60 City Changed State Changed 2 22 Zip Changed County New Not available 45 Country Same 3 3 Page 6

7 Expansion and conversion of ship-to addresses Most ship-to address fields are expanded and more address fields have been added. During conversion to 12.06, EZ Convert attempts to put the ship-to address data in the proper fields. For the conversion to work properly, in v12.05 the city, state and zip code must be on either address 2, address 3 or address 4. Otherwise the data will not be put into the new city, state and zip fields. This is a comparison of the previous A/R ship-to address fields with the updated v12.06 fields: Field New, changed or removed Previous maximum length New maximum length Ship-to number Changed Now alphanumeric 5 numeric only 8 Ship-to (location) name Changed Address 1 Changed Address 2 Changed Address 3 Changed Address 4 New Not available 60 City New Not available 45 State New Not available 22 Zip New Not available 15 County New Not available 45 Country Same 3 3 Here is the ship-to address general tab: Page 7

8 Combining Ship-to Addresses into One Data Source The ship-to addresses from A/R, P/S and C/O are now all combined into one v12.06 data source called locations (LOCATF). The A/P Purchasing addresses where also converted to the LOCATF data source in v Ship-to Address Lookup Ship-to addresses are now known as locations as they are stored in LOCATF. The ship-to address has been expanded to show the longer location number, location name, location address 1, city, state and zip code. The menu selection names have not been changed. To help you find the location to ship the goods, the ship-to address lookup can now be sorted by location number, location name, location address 1 and zip code. Here is an example with red arrows: In previous versions the location number was called the ship-to number and you could only enter 5 numeric digits. The new location number field is now eight character alphanumeric. Adding a Ship-to Address on-the-fly Pre-existing Method Still Available Some invoice and order entry programs allow adding a ship-to address on the fly. This function is still available. However when adding a ship-to address this way the program assigns the next available shipto (location) as a numeric number. When using the ship-to maintenance screen you may enter a new ship-to address with an alphanumeric location number. New Method The new method of adding a ship-to address has advantages. If you are entering a new invoice, order or transaction and a new ship-to address is required, you need to access the ship-to lookup. A Locations button is provided on the lookup: This button provides access to the ship-to maintenance screen. On the maintenance screen you may view, add, edit and delete ship-to addresses for any customer. When adding a new location using this method you may enter a location number with letters, not just numbers. Page 8

9 Only users with permission to access the ship-to addresses menu may select the Locations button. Users without permission to access the ship-to address menu will see the Locations button as greyed out. Keep in mind that there are three access points for ship-to address maintenance; A/R Master information -> Ship-to addresses, C/O Ship-to addresses and P/S Master information -> Ship-to addresses. In order to allow Locations button access, you must provide permission to all ship-to address menu selections installed with the company. Combining Contacts and Expanding Contact Fields In previous PBS versions the contact name was one field. Now the contact name is divided into first name, middle initial, last name and suffix. The original two address fields are expanded and two more address fields have been added. Additional contact information has also been expanded and new fields added. For each contact there are now 2 phone numbers, 2 addresses, 2 website addresses, 2 fax numbers and 2 mobile numbers. The customer and ship-to address contacts are combined into one new system file/table named Contacts (CONTAC). The previous customer contact file, named CONFIL, has been removed. Maintenance for each customer and ship-to address contact types are done on separate screens even through they are stored in the same data source. To include all the new fields there are now two customer contacts tabs. The first is the general tab: The second is the contact Phone/ tab. Page 9

10 The contacts lookup has been modified to include many more fields in the list box and below the list box: Contacts Conversion Notes 1. Name conversion In previous versions of PBS, the contact first and last name was in one field. In v12.06 there is now a separate first name, middle initial and last name fields as well as a suffix. Due to the freeform nature of the previous contact name field, during the conversion to v12.06, the full name will be written to the contact last name field. Here is an example where Betty Caldwell s full name is in the Last name field: During the conversion to v12.06, the data cannot be parsed out to the first, middle and last name fields as there is no way to predict all the variations on how the name was originally entered. Following the conversion to v12.06, you may manually enter the parts of the name into the appropriate fields as needed. 2. Customer contacts conversion Page 10

11 The previous version of PBS has contact information on the customer record and in the contacts file. During the conversion to v12.06, contact 1 and contact 2 on the customer record, if entered, become contact numbers 1 and 2 respectively in the new contacts data source (CONTAC). When a duplicate contact number is found in the existing A/R Contacts, the contact number for existing contacts are advanced until an open number is available. For example, if an existing contact number is 345 and is the only vendor contact, it is renumbered to contact 3 in v PBS v12.06 Usage of contacts 1 and 2 Customer contact number 1 and contact number 2 are used on various A/R View screens and reports. Office phone 1 from contact 1 displays in the customer lookup. Following the conversion, contacts 1 and 2 from the new contacts are displayed and printed on the view screens, reports and forms. All Contacts Lookup Available in graphical mode only. This feature was introduced in PBS v12.05 by allowing the user to search for vendor and purchasing address contacts. In v12.06 both the customer contacts and ship-to contacts are also searchable with this lookup. Now the lookup will help you search for contacts from Customers, Ship-to addresses, Vendors and Purchasing addresses. Here is the all contacts screen: The lookup has keyword search features using these fields: Keyword searches can be done by Last name, Phone number, Fax number, address, Website, Street address 1, City, State, Zip, County and Country as seen here: Page 11

12 Once you select a search by option then enter the Search for data. A/R Invoices and Recurring Bills Field Changes Due to the customer and ship-to field expansion, the bill-to and ship-to address fields were changed to accept the longer fields: A/R Invoices A/R Recurring bills View screens and forms Here is an example of the graphical A/R Invoice header screen: Notice that the city, state and zip code are in separate fields. This is different than previous versions of PBS where they were usually in the same field. For information on the conversion to v12.06 see Bill-to and Ship-to Address Conversion. Page 12

13 Manufacturing Customer Orders Expansion of Customer Order fields The customer and ship-to name and address fields, the purchase order number field and the invoice number field have all been expanded for Customer Orders. This is the Customer Orders (Enter) screen showing the new address and P.O. number fields. Notice that the city, state and zip code are in separate fields. This is different than previous versions of PBS where they were usually in one field. For information on the conversion to v12.06 see Bill-to and Ship-to Address Conversion. The invoice number expansion will show when printing an invoice. Also, when applying an invoice to a credit memo the longer invoice number is used. Customer Order Control information determines the form you are using for invoice, packing lists, acknowledgments and bills of lading. Below is information on the preprinting and user designed forms options. Forms can print in a compressed or larger font. The data and forms design determine whether the data prints compressed (small font) or normal (larger font). Customer Order Preprinted Forms If you have name and address fields of 35 characters or less the printing program prints the form data with a normal font. With name and address combinations of more than 35 characters the data will print compressed. Customer Order Forms Field Expansion Existing fields have been expanded and new fields have been added for designing an invoice format. The expanded customer bill-to fields include bill-to name, address 1, address 2 and address 3. New customer bill-to fields include address 4, a separate city, state and zip fields, county and a combined city, Page 13

14 state and zip. The ship-to address has all the same name and address field expansion. Below is the Customer Order forms designer screen with bill-to fields. Other expanded fields include purchase order number and invoice number. Customer Order Forms Expanded Fields Long address field lengths of 35 characters or more will cause the printer to use a compressed font (smaller font). Setting the name and address fields at 35 characters or less will cause the data to print in a normal (larger) font. When examining your forms only change or add name and address fields on your form as needed. Even though the purchase order number can be as many as 30 characters if you only need 15 characters or less then do not change it in the format. Redefining your format to use expanded fields may require you to re-design the format. Custom Forms Design You have a choice of using Customer Order forms that are either preprinted or custom. This is set in C/O Control information. Preprinted forms cannot be changed. Custom forms allow you to design your own invoice, bill of lading and acknowledgement forms types. As the city, state and zip are now separate fields you must add the city, state and zip to your custom form. When designing a custom form city, state and zip can be selected as separate fields. The recommended way is to use the new combined city, state and zip field. This allows you to enter one field for all three. The program properly inserts a comma after the city, one space, then the state and another space and then the zip. This is the combined field 10: Page 14

15 New Formats and Images for Customer Orders and Product Purchasing Forms New custom formats are now available for v These new custom formats print in a more modern and pleasing smaller (compressed) font. The formats are in the COFRMF00.zip file and will need to be restored using the custom order file utilities. Use these as a starting point for designing or tweaking your own custom forms. In the IMAGES folder there are new images for the new preprinted forms and custom formats. For preprinted forms the new images include: COINV.jpg This is for invoice overlay for Windows printer. COINP.jpg This is the invoice overlay for creating a PDF. CPOLST.jpg This is the overlay for Windows printer. PPPOL.jpg This is the overlay for purchase orders. PPPOP.jpg This is the PDF overlay for purchase orders. New for custom forms: COACK.jpg This is the acknowledgment overlay for Windows preprinted form. This ties to the new custom forms of COA and COAP. COQTE.jpg This is the acknowledgment overlay for a PDF form. This goes with the new custom forms of COQ for windows printer and COQP for PDFs. You will need to add your own logo and address to these images. Bill of Lading and New Shipping Control Number The Bill of Lading now has two printing choices. In Control information, the Print bill of Lading on field, you may either select the original pre-printed form or use the new custom format option. The Next shipping control # field provides a new sequenced number which can be printed on a custom form. The Sales Orders, Bills of Lading program is similar to the packing list program as it allows you to select and print bills of ladings for sales orders. Here is the new graphical screen: Page 15

16 In v12.06 there is now a graphical version of the program. We have also added a Ship to field where you can ship to a Customer, Vendor or Purchase Order. This is useful when the user needs to send the product to a vendor to have an outside process done. The bill of lading document is used as the shipping document. This option allows you to print the vendor s information instead of the customer s info for shipping purposes but will reference the original sales order while generating a BOL. Inventory Control Item keyword Search Improvements A new option is available that allows you to find an item by searching on multiple words. The search words do not have to be consecutive. The program searches through ALL FOUR description lines. This is the new option: In this example we are searching for Motor, 2hp Submersible. Page 16

17 Typing in MOTOR SUB and selecting the <Enter> key finds the item: The keyword search options are selected on the Items tab in Inventory Control Control information. PBS Manufacturing Modules New Graphical Screens The list of new graphical manufacturing screens include: Customer orders Sales orders -> Billing of lading Product definition Reports, cost -> Costed summarized bills Reports, other -> Single level bills Reports, other -> Indented bills Reports, other -> Summarized bills Reports, other -> Single level where used Reports, other -> Indented where used New Menu Selections on Graphical Screens All graphical screens have a menu at the top. These menus help you get to other functions quickly without having to go out to the main PBS menu. With v12.06 many Print and Options menu selections have been added to various manufacturing screens. Here is an example in C/O Sales orders. These are the menu options in v12.05: Page 17

18 Now you have all these main menu options, each with sub menu selections, in v12.06: Order Entry Orders (Enter) and Billing (Select for billing) Immediate Printing The immediate printing question of Did the invoice print okay? has been removed. The reason for this is that when the user left that question on the screen, the printing was locked so that a second user could not print immediately. Now multiple users can print immediately at the same time. As a result of this change these other changes were made: Invoice type orders cannot be reprinted from Orders (Enter). They can be reprinted with Invoices (Print) batch printing. The invoice number is now stored on the header after printing and cannot be removed. Expansion of Order fields For both customer and ship-to fields: The name, address 1 and address 2 fields have been expanded. The city, state and zip fields are now separated. Address 3, address 4 and county fields have been added. The purchase order number, apply-to number and the invoice number fields have all been expanded. Here is the Orders (Enter) screen showing the new and expanded fields. Page 18

19 Notice that the city, state and zip code are in separate fields. This is different than previous versions of PBS where they were usually in the same field. For information on the conversion to v12.06 see Bill-to and Ship-to Address Conversion. The invoice number expansion will only show when printing an invoice. Character mode has been altered to take advantage of the new fields which causes the header fields to be on two screens. Order Entry Forms Field Expansion Existing fields have been expanded and new fields have been added for designing an invoice format. The expanded customer bill-to fields include bill-to name, address 1, address 2 and address 3. New customer bill-to fields include address 4, a separate city, state and zip fields, county and a combined city, state and zip. The ship-to address has all the same name and address field expansion. Below is the Order Entry forms designer screen with bill-to fields. Page 19

20 Other expanded fields include purchase order number and invoice number. O/E Forms Long address field lengths of 35 characters or more will cause the printer to use a compressed font (smaller font). Setting the name and address fields at 35 characters or less will cause the data to print in a normal (larger) font. When examining your forms only change or add name and address fields on your form as needed. Even though the purchase order number can be as many as 30 characters if you only need 15 characters or less then do not change it in the format. Redefining your format to use expanded fields may require you to re-design the format. A new combined city, state and zip field allows you to enter one field for all three. This is recommended as the program properly inserts a comma after the city, one space, then the state and another space and then the zip. New O/E all Compressed Format Available A fully compressed (small font) format is provided in OEFRMF00.zip. This format has the advantage of a uniform compressed font throughout. The design provides for the longer name, address and purchase order numbers. It has a more modern and uniform appearance. There is a jpg image for each order type. Try this new format before using O/E invoice printing. To use this compressed format extract the OEFRMF00.zip file and restore it using OEUTIL. The format ID is OEC01 and the types include credit memo, invoice, loan, order quote, RMA, and rental. Here is an example of an OEC01 invoice type: In addition to printing longer name and address fields, this format will print the v12.06 longer purchase order number and invoice numbers when used. Page 20

21 This format can be printed to both Windows printer and PDF printer. If you are generating PDF files via PDF- and PDFP- in order to use this compressed format to generate PDF files, make a copy of the pbspsi.ini file, open it and change the following settings in the file: <VAR Txttop=.03> <VAR Txtleft=.33> <COLONEFLAG CODE=~ FACE=2 SIZE=8 COMP=90> <COLONEFLAG CODE=` FACE=1 SIZE=12> These pbspsi.ini file settings changes affect PDF generation for A/R statements, purchase orders and any other forms printed to PDF. Test the printing for your other PDF forms as well. The format or the jpg image may need to be modified. There is more information on these settings in the PDF Forms Printing section of the v12.06 EZ Convert documentation. O/E E.D.I. Import, Export, Picking Ticket Export New and Changed Fields. There are expanded and new fields for both the E.D.I. import/export and picking ticket export. These changed and new fields are listed in the O/E documentation appendixes E.D.I Import\Export Layout and Picking Ticket Export Layout. In the O/E documentation see the v12.05 Appendix C EDI Import Layout and compare it to the v12.06 Appendix C EDI Import/Export Layout. All the field differences are in the bill-to and ship-to address fields. The P.O. number, invoice number and apply-to number have also been expanded. The header record length is longer in v12.06 than v O/E Immediate Invoice Printing Immediate invoice printing can be done when entering a new invoice type via Orders and at the end of selecting an order for billing. In past PBS versions, when multiple users are immediately printing invoices at the same time and a user leaves the Is invoice just printed OK? question on the screen, other users cannot print their invoice immediately. In a large multi-user environment this is not workable, especially if users are in more than one location. To improve this situation it has become necessary to remove that message and assume that the invoice has printed okay. If a printed invoice is not okay, it can still be re-printed in these two ways: Via the menu selection Invoices (Print). After posting an invoice you may reprint the invoice from history. As a result of this immediate invoice printing change, the invoice number is now retained after immediately printing. When using Invoices (Print) to reprint the invoice the program uses the same invoice number as when immediately printed. Page 21

22 Payroll Year-to-date Hours Print on Graphical Check and Mailer Printing the year-to-date regular hours, overtime hours, special hours and total hours on the graphical check and mailer is now an option. There are two new fields in PR Control information, one for checks and the other for mailers, where you set this. Here is an example of a check stub: This feature is not available on the older check formats due to lack of space on the stub. Time Worked History Report This report shows all transactions that have been posted from Time worked. Here is an example of the report data: Page 22

23 Purchase Order Purchase order Deliver to address is Now Longer You can now enter up to 60 characters per address line when manually entering Deliver to. Here is the screen with all the available Deliver to characters entered. Note that when selecting a warehouse address for the Deliver to, the warehouse address fields have not been expanded. This will be done in a future version. Auto Entry of Customer Address for Deliver to Drop Ships You may now use an O/E order lookup to access open orders and select the customer s ship-to address to be put in the deliver to field. On the deliver to number field: Select the <F6> key and the deliver number field changes in size to six digits to allow you to enter the O/E order number. You may also use the lookup to select the order. After selecting the order number the ship-to address for that order displays in the deliver-to address fields. Page 23

24 PBS Point of Sale Entering a Customer Bill-to Address and a Ship-to Address The fields for entering a customer bill-to and ship-to address have been expanded in Point of Sale. The field lengths match the customer address field lengths. Here is the updated customer name and address window in transactions: When adding a permanent customer on the fly, the field lengths also match the customer address fields. This is the screen: The window for adding a ship-to address has also been expanded to allow entry of the longer ship-to name and address fields. Notice that the city, state and zip code are in separate fields. This is different than previous versions of PBS where they were usually in the same field. For information on the conversion to v12.06 see Bill-to and Ship-to Address Conversion. Page 24

25 Invoice Printing User Defined Forms User defined forms of Invoices, credit memos, returns, quotes, layaways, picking tickets, orders and payments have been added. The designing of a form and printing functions are modeled after the Order Entry user defined forms. Here is the Point of Sale Design forms screen: Forms can be printed in compressed format (smaller type font - up to 132 columns rather the noncompressed of 80 columns), thus fitting more data on an invoice or receipt. Forms can be paginated which will work with 8.5 by 11 pages. There is an option to not paginate which works well with a continuous form like a receipt. Many new fields are available that were previously never printed in Point of Sale. For example, you may print the payment types and amounts for each. If a credit card is used, the credit card number field can be assigned and the program can print the last four digits of the card number. Invoice batch printing of the new user designed forms is similar the O/E batch printing of invoices. You may send a transaction to multiple form designs all in one print run. With v12.05 you may still use the older pre-printed forms. That will give you some time to set up, test and use a new form. A few invoice and receipt forms have been designed and are available in the PSFRMF00.zip file. They can be used as is or as a starting point for designing your own form. Extract the file and using PSUTIL restore it into company 00. Sales Analysis New SQL Enhanced Sales Analysis Reports A new Enhanced Sales Analysis menu selection provides access to several new SQL reports. To run these reports you must have PBS SQL in graphical mode. There are no classic versions of these reports. The first screen allows you to select the various report types: Page 25

26 Each report has many selectable ranges and options. Customer Details Similar to the other S/A SQL reports, the customer detail report provides the selection of a range of customers, customer types, customer states, customer zip codes, sales reps and three period date ranges. You may print in order by customer number, customer type, sales rep, state, sales and profit. This is the Customer Details selection screen: The report fields in the screen above that are grayed out are used for the other S/A SQL reports. This is an example of the data sorted by profit for only one customer type: Page 26

27 Item Details The Item detail report has selections by range of vendors, items, item categories, item sub-categories and dates. You may select all or a specific inventory account. You may print in order by item, vendor, sales and profit. This is a range of items sorted by sales: Item by Customer This report has three formats: Item by customer, vendor by customer and category by customer. For each report format you may select a range of customers, vendors, items, item categories, item subcategories and dates. Here is an example of each of the three formats: Item by customer Page 27

28 Vendor by customer Product category by customer Item by Sales Rep This report has three formats: item by sales rep, vendor by sales rep and category by sales rep. For each report format you may select a range of customers, vendors, items, item categories, item subcategories, sales reps and dates. Customer by Item This report has three formats: customer by item, customer by vendor and customer by category. For each report format you may select a range of customers, customer types, vendors, items, item categories, item sub-categories, sales reps and dates. System PBS SQL Installation with SSRS SQL Server Reporting Services (SSRS) is required on the same instance where the PBS databases are to be installed. SSRS is used for SQL reports (standard) and Passport Query Builder (licensed separately). Prior to installing PBS SQL you must enter the SSRS role security for Site Settings and Folder Settings. You may also enter the PBS users as well. The setup for both is similar. Here is an example of the Site Settings security: Page 28

29 During the PBS SQL install a screen displays where you enter the SSRS connection information. To make the configuration easier, after entering the SSRS Instance field, four of the fields on the screen are automatically entered as seen here: If needed, any of the data for the auto-entered fields can be altered. The SSRS Login and SSRS Password fields must be manually entered. The instructions are covered in full in the PBS SQL Installation Guide. Bill-to and Ship-to Address Conversion The following applies to both Vision files and SQL tables. Page 29

30 For A/R, O/E, C/O, and P/S header files, The bill-to city, state and zip are stored in one field. The ship-to city, state and zip are stored in one field. EZ Convert assumes that the city, state or zip are in address 2, 3 or 4. Now with v12.06, the city, state and zip are all separate fields for all header files. There is an EZ Convert program routine that looks at the existing data and converts it based on specific programmed instructions. The program searches from the end of the field(s) to determine if there is a zip, then moves back to get the state or province, validates the state or province, then goes back to get the city. Based on what the program finds, it puts the correctly formatted city, state and zip in the new v12.06 separated header fields. If your data was not entered that way, there could be some unexpected results. After conversion run your edit lists and check that the city, state and zip look as expected. PBS SQL Reports available for Accounts Payable and Sales Analysis SQL reports allow you to view the report data in a more graphical and flexible SQL report format. The reports are run from the standard PBS report screens and can be run using PBS SQL only. SQL Server and SQL Server Reporting Services is required for SQL using Reports. This is an example of the Cash disbursements report screen. Notice that the last field is Print SQL report: When selected, the program launches your default browser and the data is displayed there. Once the report data displays in your browser, several features are provided. These include: All the SQL reports are in a modern easy to read format. The data displays in a browser. You may print the data directly from the SQL report. Page 30

31 Export the SQL report data and format to PDF, Excel or Word. The report can be saved in those formats. The data in Excel can be manipulated. You may print the data from any of these formats. Some reports have a new columnar option to send to Excel that allows the user to manipulate the data and create totals. Some reports have a report map that helps to find your data quickly. You can easily move a page in the report including the totals. Change the viewing size. Search for text in the report. Re-enter any report criteria and refresh the report data. You must have PBS SQL installed for all SQL reports. You may still optionally print the A/P classic reports using both the SQL and classic formats. The S/A SQL reports are only available with PBS SQL. New and Improved PBS SQL Reports Existing v12.05 SQL reports have been improved and the number of SQL reports has been expanded for v Here is the v12.06 list of improved and new reports: CTL Valid GL Account List - Improved A/P Distributions to GL New SQL Standard and SQL Columnar A/P Vendor List - New A/P Accounts List - New A/P Cash Disbursement Projection New SQL Standard and Columnar A/P Cash Requirements New SQL Standard and Columnar A/P Vendor List - New A/P Aged Open Items - Improved A/P Vendor Pay to Addresses - New A/P Pre-Check Writing - New A/P Purchases Discounts - New A/P Check Register - New A/P Vendor History - Improved A/P Open Payables by Date - New S/A Customer Detail - New S/A Item Detail - New S/A Item by Customer Three formats all new S/A Item by Sales Rep Three formats all new S/A Customer by Item Three formats all new Page 31

32 Sample SQL Reports for A/P A/P Aged Open Items Report Cash Disbursements Report Standard SQL Report In the example below the report was printed without details. To display the details click on the plus sign to the left of the vendor as seen below: Page 32

33 Cash Disbursements Projection Columnar SQL Report Some reports, like the Cash Disbursements Projection comes with a SQL report columnar option. All SQL reports can be exported to Excel. However, the columnar report is designed to be sent to Excel where you can add your own totals. Here is the data above exported to Excel. Page 33

34 SQL Reports for Sales Analysis The new SQL report formats for Sales Analysis have been requested by former Counterpoint 7 users. Passport s goal is to fill the gap between PBS reports and CP7 reports. The Sales Analysis SQL reports run in graphical mode only and require PBS SQL. This is a list of the 11 new Sales Analysis SQL reports: Customer Detail Item Detail Item by Customer Three formats Item by customer Vendor by customer Product category by customer Item by Sales Rep Three formats Item by sales rep Vendor by sales rep Product category by sales rep Customer by Item Three formats Customer by item Customer by vendor Customer by product category The entry screens for the new S/A SQL reports are similar. This is an example of the customer detail entry screen: Page 34

35 Notice that many of the fields are greyed out. Depending on what the specific report requires, they will become available for entry. Customer Detail by Customer Number Item Detail by Item Number SQL Reports Map Some reports provide a report map. The map is a list of the data found by a field in the data. In the case below the map is for the item description. Clicking on the item description on the map takes you to that data in the report: Page 35

36 This is the vendor list report with the map by vendor name: PBS SQL report printing requires an initial setup before the SQL report option becomes functional. For more information, see the PBS SQL Installation with SSRS section. Printing Forms to PDF When generating PDF- and PDFP- forms there are new settings for the pbspsi.ini file, found in the PSIB00 folder. With the expansion of the customer name and address it became necessary to compress the font to a smaller size when either a name or address field becomes too long for fitting in the available space on the check and purchase order forms. The first line below is for the compressed font and the second is the normal font. There is also a new COMP option that further compresses the data to make it fit on the page. The new options are: <COLONEFLAG CODE=~ FACE=2 SIZE=8 COMP=90> <COLONEFLAG CODE=` FACE=1 SIZE=12 COMP=100> Changing the pbspsi.ini file may not be necessary. If you do need to alter the settings, it is recommended that you make a copy of the file so you can revert back to the original settings if needed. Page 36

37 Time and Billing Client Screen The client screen has been expanded to include the longer name and address fields. When adding a new client the program pulls in the customer name and address fields as is. Here is an example: Invoice Format Design The fields in the invoice format were altered to include the expanded and new fields. The city, state and zip code are now separate fields. There is a combined city, state and zip to help you change your invoice design. Data Upgrade As with v12.05, there is no PBS SQL upgrade-in-place option for v A complete new install of v12.06 and EZ Convert to move the exported data is required. AcuXDBC File and Field Name Changes AcuXDBC for v12.06 requires a new System Catalog. It contains all the updated and new files. The changed files/tables for PBS v12.06 are listed in the EZ convert documentation. You may need to change your queries to use the new fields that are now available. This document was last changed on October 31, Contact Information Passport Software, Inc. 181 Waukegan Road Suite 200 Northfield, IL Page 37

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